Have you ever thought about the challenges of keeping precise oil record books on board your ship? Chief Engineers may sometimes find it daunting to comply with all the complex regulations surrounding the correct entries in ORB's. Errors in oil record book entries could lead to significant fines and vessel detentions, posing risks to your company's reputation and financial stability.
This article aims to empower you with the knowledge to ensure compliance. Our team has gathered extensive information and practical examples to guarantee your vessel's oil logs meet the required standards.
Introduction to Oil Record Books
Oil Record Books are vital for ships to follow MARPOL 73/78's Annex I. They record machinery space and cargo/ballast operations involving oil. These logs are important to safeguard against pollution.
The main goal of Oil Record Books is to document all oil-related activities on a ship. This includes tank cleaning, ballast discharge, and bilge water disposal. Accurate and timely entries show a ship's compliance with maritime and environmental laws.
Regulatory Requirements for Oil Record Books
Regulation 17 of MARPOL 73/78's Annex I makes Oil Record Book (Part I – Machinery space operations) mandatory. It applies to oil tankers over 150 GT and ships over 400 GT. Entries must follow MARPOL Annex I's Appendix III and match other log book records. Key points include:
Records must be kept for at least three years and be ready for inspection
Proper oil log entries should be made immediately for each activity
Each page must be signed by the Chief Engineer & the Master
Flag Administrations need to endorse the ORB (this has to be done prior to delivering the ORB onboard & it applies only for paper ORB, not digital ones)
The fourth edition of the Guide to Correct Oil Record Book Entries by Intertanko offers advice for accurate entries under MARPOL 73/78's Annex I. It also includes updated examples based on IMO Guidelines from October 2011.
Types of Oil Record Books
Keeping accurate oil record books is essential for ships and offshore platforms. It ensures compliance with international regulations and prevents oil pollution.
There are two main sections:
Part I for machinery space operations and
Part II for cargo/ballast operations.
Oil Record Book Part I - Machinery Space Operations
Oil Record Book Part I is required for ships over 400 gross tonnages and manned platforms. It covers various machinery space operations, including:
Ballasting or cleaning of oil fuel tanks
Discharge of dirty ballast or cleaning water from oil fuel tanks
Collection, transfer, and disposal of oil residues (sludge)
Discharge, transfer, or disposal of bilge water
Entries in Oil Record Book Part I must be made with indelible ink. They include the date, code letter, item number, record of operations, and signatures. The chief engineer is responsible for maintaining this record book accurately and on time.
Oil Record Book Part II - Cargo/Ballast Operations
Oil tankers of 150 gross tons and above, and non-oil tankers carrying 200 cubic meters or more of oil, need also to make entries in Oil Record Book Part II. It focuses on cargo and ballast operations, such as:
Operation | Description |
Loading of oil cargo | Recording the quantity and type of oil loaded |
Internal transfer of oil cargo during voyage | Documenting the transfer of oil between tanks |
Unloading of oil cargo | Recording the quantity and type of oil unloaded |
Crude oil washing | Documenting the washing of cargo tanks using crude oil |
Ballasting of cargo tanks | Recording the intake and discharge of ballast water in cargo tanks |
Cleaning of cargo tanks | Documenting the cleaning process and any chemicals used |
Discharge of dirty ballast | Recording the quantity and location of dirty ballast discharged |
Discharge of water from slop tanks | Documenting the quantity and location of slop tank discharges |
The Chief Engineer, in collaboration with the Master, is responsible for maintaining accurate entries in Oil Record Book Part II. Entries must be in English, French, or Spanish. The book must be preserved onboard for at least three years after the last entry.
General Requirements and Instructions
Keeping accurate and compliant Oil Record Book entries is vital for ships to follow MARPOL Annex I guidelines. This guide outlines the essential steps for Oil Record Book entries.
Entries must include the date, operational code, and item number in the correct columns. All details should be recorded in chronological order. Each operation should be signed and dated by the officer in charge. The master must sign each page. Any tank measurement errors or accidental discharges must be noted.
This guide is for seafarers and shore-based personnel. It ensures compliance with MARPOL Annex I and aligns with shipboard records.
Items to be Recorded in Oil Record Book Part I
The Oil Record Book Part I is a critical document for ships. It tracks machinery space operations, including oil fuel tank cleaning and bilge water disposal. Ships over 150 gross tons and 400 gross tons are mandated to keep this record.
Cleaning of Oil Fuel Tanks
When cleaning oil fuel tanks, all relevant details must be documented in Part I, such as:
Identity of the tank(s) ballasted or cleaned
Whether the tank(s) were cleaned since they last contained oil and, if not, the type of oil previously carried
Cleaning process employed, such as washing with water, steam cleaning, or chemical cleaning
Location of the ship at the start and end of the cleaning process
Quantity of water or cleaning chemicals used
Discharge of Dirty Ballast or Cleaning Water from Oil Fuel Tanks
Details of discharging dirty ballast or cleaning water are also required:
Identity of the tank(s) from which the discharge occurred
Location of the ship at the start and end of the discharge
Ship's speed during the discharge
Method of discharge, such as through the oily water separator, to reception facilities, or to the sea
Quantity discharged
Collection, Transfer and Disposal of Oil Residues (Sludge)
Weekly collection of oil residues (sludge) is mandatory, with the following information:
Identity of the tank(s) from which the oil residues were collected
Quantity of oil residues collected
Method of disposal, such as incineration, transfer to reception facilities, or transfer to another tank
Date and time of disposal
Location (coordinates) of the ship during disposal
Discharge, Transfer or Disposal of Bilge Water
Both automatic and manual discharges, transfers, or disposals of bilge water must be recorded. The required information includes:
Automatic Discharges | Manual Discharges |
Time and date of the discharge | Time and date of the discharge |
Location of the ship during the discharge | Location of the ship at the start and end of the discharge |
Quantity discharged | Quantity discharged |
Operating status of the oily water separator during the discharge | Method of discharge, such as through the oily water separator, to reception facilities, or to the sea |
Oil record books should be maintained for a period of three (3) years after the last entry, as per MARPOL Annex I requirements.
Besides, bunkering operations and any failures of the oil filtering equipment must be documented.
Items to be Recorded in Oil Record Book Part II
Part II is essential for oil tankers. It records all cargo and ballast activities, following Regulation 36 of Annex I of MARPOL. This includes loading, transferring, and unloading oil cargo. It also covers crude oil washing, ballasting, and cleaning of cargo tanks, as well as discharges of dirty ballast and slop tanks.
Entries must be made in chronological order. Each operation should be signed and dated by the Chief Engineer. The ship's master must always countersign all pages. Below is a summary of the key items to record:
Operation | Details to Record |
Loading of oil cargo | Quantity, tank(s) loaded, date, time, and location |
Internal transfer of oil cargo | Quantity, from/to tank(s), date, and time |
Unloading of oil cargo | Quantity, tank(s) unloaded, date, time, and location |
Crude oil washing | Tank(s) washed, number of machines used, duration, and method |
Ballasting of cargo tanks | Identity of tank(s), date, time, location, and quantity |
Cleaning of cargo tanks | Identity of tank(s), date, time, location, and method |
Discharge of dirty ballast | Quantity, tank(s) discharged, date, time, location, and method |
Slop tank discharges | Quantity, tank(s) discharged, date, time, location, and method |
For accidental or exceptional oil discharges, details such as time, ship's position, quantity, and type of oil are required. Circumstances, reasons, and general remarks about the accidental discharge must also be noted. Any malfunctions of the oil discharge monitoring and control system should be recorded.
The Oil Record Book Part II must be easily accessible for inspection. It should be preserved for three years after the last entry. PSC (Port State Control) authorities can request to inspect the book at any given time,.
Best Practices for Maintaining Correct Oil Record Book Entries
Ship operators and crew members can follow these best practices to ensure correct entries:
Accuracy and Completeness of Entries
It's vital to make sure all oil record book entries are precise and thorough. Each entry should detail the date, time, location, quantity, and signature of the operation. Providing incorrect or incomplete information may lead to legal consequences..
Timely Recording of Operations
It's important to record oil-related operations immediately after they occur. Waiting too long can introduce inaccuracies and inconsistencies, which may spark suspicions during inspections.
Operation | Recording Timeframe |
Ballasting or cleaning of oil fuel tanks | Immediately after completion |
Discharge of dirty ballast or cleaning water | Upon completion of discharge |
Collection, transfer, and disposal of oil residues | At the time of operation |
Discharge, transfer, or disposal of bilge water | Upon completion of operation |
Proper Signature and Dating of Entries
The ship's Chief Engineer each entry, and the ship's master should sign each page of the oil record book. This ensures accountability and maintains the book's integrity.
Oil tankers of 150 GT and above and ships of 400 GT and above must have an Oil Record Book Part I (Machinery Spaces), and oil tankers of 150 GT and above must also carry an Oil Record Book Part II (Oil Cargo Ops) as mandated by MARPOL 73/78.
Retention and Preservation of Oil Record Books
Oil record books must be kept for at least three (3) years and be accessible for inspections. They should be stored securely to prevent damage or tampering.
Common Mistakes and Errors in Oil Record Book Entries
Keeping Oil Record Book (ORB) entries accurate and complete is vital for adhering to maritime laws and avoiding fines. Yet, errors in ORB entries can result in severe penalties. These include Port State Control (PSC) detentions, coastal state investigations, and even criminal charges for MARPOL violations.
A frequent error involves using incorrect coding in ORB entries, which often attracts the attention of PSC Inspectors and leads them to issue deficiencies and even fines during PSC inspections.
Incomplete or Missing Entries
ORB entries often lack important details, such as the quantity loaded and the total quantity in the tank. This can cause confusion. Moreover, not recording the completion date of tank cleaning operations can lead to misunderstandings. It's vital to record each oil grade loaded separately, even if done at the same berth, to maintain clarity and transparency.
Inconsistencies with Other Ship Records
Discrepancies between ORB entries and other ship records, like the Engine Room Log Book, can trigger concerns during inspections. Make sure that entries made in other log books (e.g Bridge Log Book, E/R Log Book, etc) are always truthful, so that they always match 100% what is recorded in the ORB, too.
Incorrect Use of "Gross/Net Volume"
Another common mistake is mixing "Gross volume" and "Net Volume" without temperature, causing confusion. To prevent such discrepancies, all quantities in the oil record book, especially in the "total quantity of oil loaded" section, should be in cubic meters (m3) at 15 degrees Celsius.
Consequences of Improper Oil Record Book Entries
Ensuring oil record books are accurate and complete is essential to avoid severe penalties and maintain smooth ship operations. Incorrect, falsified, or missing entries can lead to significant issues for the ship, its crew, and the operating company.
Legal Implications and Penalties
Violating the regulations regarding oil record books is considered a serious offense both internationally and domestically.
In the United States, failure to maintain an accurate oil record book can result in fines of up to $40,000 per day per violation. Falsifying information in the oil record book can lead to additional fines of up to $8,000. Engaging in such misconduct could also result in imprisonment ranging from months to years.
In 2016, Princess Cruise Lines paid a USD$40 million plea agreement due to US MARPOL violations, marking the largest ever criminal penalty related to deliberate vessel pollution.
Companies caught breaking the rules on oil record books often face fines in the range of millions.
Impact on Ship Operations and Inspections
Errors in oil record books can result in heightened examination during port state control inspections, potentially causing delays and interruptions to ship schedules. Port authorities interpret inaccuracies in entries as indications of intentional wrongdoing, prompting more detailed (expanded) inspections of vessels.
Discovery of such errors could damage a ship operator's reputation, complicating their ability to attract future Charters and negatively impacting relationships with regulatory bodies & Clients (Charterers).
Training and Education for Proper Oil Record Book Maintenance
Training should focus on the items to be recorded in the ORB and the documentation process. Officers need to understand how to make precise and timely entries. This ensures consistency with other ship records. Annual refresher courses and onboard exercises are vital to reinforce these practices and maintain compliance.
Shore management plays a crucial role in facilitating ORB training by offering guidance and performing audits during ISM evaluations. This supervision aids in identifying and resolving problems, thereby minimizing the risk of penalties and legal complications with PSC authorities.
Training Aspect | Description |
MARPOL Annex I Requirements | Comprehensive understanding of the regulations and requirements for ORB maintenance |
List of Items to be Recorded | Familiarity with the specific items that must be recorded in the ORB |
Documentation Procedures | Best practices for making accurate, timely, and consistent entries in the ORB |
Legal Consequences | Awareness of the potential penalties and legal implications of ORB violations |
Refresher Training | Annual training to reinforce best practices and maintain compliance |
Onboard Exercises | Practical exercises to develop skills in proper ORB maintenance |
Correct Oil Record Book Entries Guide for Ship Operators
Ship operators are key to maintaining vessels and ensuring accurate Oil Record Book (ORB) entries.
To maintain correct ORB entries, ship operators should follow these oil record book procedures:
Use the List of Items to be Recorded to make proper entries
Record operations in chronological order, signed by Chief Engineer and the ship's Master (always)
Ensure tank measurements, equipment tests, and piping diagrams support & match the entries made in ORB
Log each operation completely and accurately immediately after completion
Note any equipment malfunctions, accidents, or unusual events
Ship operators should be aware of the following requirements for ORB entries:
Oil Record Book Part | Requirements |
Part I (Machinery Space Operations) |
|
Part II (Cargo/Ballast Operations) |
|
Conclusion
Maintaining accurate and compliant Oil Record Book entries is crucial for ship operators. By adhering to these best practices, operators can avoid penalties and safeguard the marine environment from oil spills.
The importance of oil record book maintenance is immense, as it's vital for MARPOL compliance. Operators must keep the Oil Record Book on board for three years after the last entry. Keeping accurate records, including chronological entries and correct date formats, is key to avoiding discrepancies during inspections.
Investing in crew training on Oil Record Book requirements is essential. It helps prevent errors and ensures compliance. Regular audits and reviews of the records can spot and fix any issues before they become violations. By focusing on oil record book maintenance and promoting environmental responsibility, ship operators show their commitment to MARPOL compliance.
FAQ
What is the purpose of Oil Record Books?
Oil Record Books are mandated by MARPOL 73/78 Annex I. They record machinery space and cargo/ballast operations involving oil on ships. These records help ensure compliance with pollution prevention rules. They must be kept for three (3) years and be ready for inspection by Port State Control Inspectors.
What are the two types of Oil Record Books?
There are two types of Oil Record Books. Part I covers machinery space operations on all ships. Part II is for cargo/ballast operations on oil tankers. Part I details ballasting, discharging dirty ballast, and handling bilge water. Part II handles oil cargo, crude oil washing, and tank cleaning.
What information should be recorded in Oil Record Book entries?
Oil Record Book entries require the date, operational code, and item number. Required details are recorded in chronological order. Each operation is signed and dated by the officer in charge. The ship's Master should always sign every page. Tank inaccuracies, accidental discharges, and equipment failures are documented.
What are some best practices for maintaining correct Oil Record Book entries?
Accurate, complete entries for each operation are essential. Dates, times, locations, quantities, and signatures should be recorded promptly. No false entries or omissions are allowed. Chief Engineers must sign each operation, and masters sign each page. Books are preserved for three years and kept for inspection. Receipts for oil and sludge discharges support entries.
What are the consequences of improper Oil Record Book entries?
Improper, false, or omitted entries can lead to criminal charges and significant fines. They can also result in imprisonment under MARPOL and national laws. Irregularities lead to expanded inspections, costly delays, and damage to reputation. Proper oil record keeping is crucial to demonstrate MARPOL compliance and avoid enforcement actions.
What training is needed for proper Oil Record Book maintenance?
Comprehensive training is essential for deck and engineering officers. It should cover MARPOL Annex I requirements and completing required entries. Training should also include documentation procedures and legal consequences of violations. Annual refresher training, onboard exercises, and cross-checking entries against other records are recommended.
Source Links
A Guide for Correct Entries in the ORB Part II - Cargo/Ballast Operations 2nd Edition - https://shop.witherbys.com/a-guide-for-correct-entries-in-the-oil-record-book-part-ii-cargo-ballast-operations-2nd-edition/
INTERTANKO Publications - https://www.intertanko.com/info-centre/intertanko-publications/infocentrebooklisting/a-guide-for-correct-entries-in-the-orb-part-i-machinery-space-operations-4th-edition
A Guide for Correct Entries in the Oil Record Book Part I - Machinery Space Operations, 4th Edition - https://shop.witherbys.com/a-guide-for-correct-entries-in-the-oil-record-book-part-i-machinery-space-operations-4th-edition/
Microsoft Word - Oil Record Book_Update Feb2012_r1_dd-edits.doc - https://www.reginfo.gov/public/do/DownloadDocument?objectID=63605101
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A Guide for Oil Record Book Entries Part II - https://www.amnautical.com/products/a-guide-for-correct-entries-in-the-orb-part-ii-cargo-ballast-operations-2nd-edition?srsltid=AfmBOor_vcP9RscHmQ5zSnAmwtnYNZku0x6sc0JWe28zGEVKKd0FCI0L
INTERTANKO - A Guide for Correct Entries in the ORB Part II - Cargo/Ballast Operations 2nd Edition - https://www.marinesocietyshop.org/intertanko-a-guide-for-correct-entries-in-the-orb-part-ii-cargoballast-operations-2nd-edition
A Guide for correct entries in the Oil Record Book Part I – Machinery - https://www.amnautical.com/products/a-guide-for-correct-entries-in-the-oil-record-book-part-i-machinery-space-ops-4th-edition?srsltid=AfmBOorj7GMbzlUqVPGem2xHaKGl4Z1YuxmKgqj6gkzYjV8KkSxqdGAi
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PDF - https://captainslog.gr/wp-content/uploads/2022/04/ORB-PART-II-CORRECT-ENTRIES-ed.2021.pdf
Part II Cargo / ballast operations - https://www.imorules.com/GUID-93186C9D-DD12-423D-80BA-7BFA6B54CBB1.html
Navigating the Challenges of Maintaining an Oil Record Book: Dulari Marine's Solution - https://www.linkedin.com/pulse/navigating-challenges-maintaining-oil-record-book-dulari-marine-9anlf
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How to make correct oil record book entries ? - MySeaTime - https://www.myseatime.com/blog/detail/how-to-make-correct-oil-record-book-entries
PDF - https://www.uscg.mil/Portals/0/Headquarters/Legal/CGHO/Civil Penalty Articles/OIL RECORD BOOK/Oil Record Book Violation Cases.pdf
How Masters Need to Handle False Oil Record Book Entries ? - https://myseaknowledge.wordpress.com/2018/08/11/how-masters-need-to-handle-false-oil-record-book-entries/
Oil Record Book (ORB) Part II • SQLearn - https://www.sqlearn.com/oil-record-book-part-ii/
A Guide for Oil Record Book Entries Part II - https://www.amnautical.com/products/a-guide-for-correct-entries-in-the-orb-part-ii-cargo-ballast-operations-2nd-edition?srsltid=AfmBOoqeoA0tNqPTnvRpfkisPy2J8KDQFuKIkvy1f-iBFHPWEXAGxdky
Oil Record Book - https://forum.gcaptain.com/t/oil-record-book/2445?page=2
OIL RECORD BOOK INSTRUCTIONS - https://www.register-iri.com/wp-content/uploads/ORB_Instructions.pdf
NVIC 8-83, 09Aug1983 - https://www.dco.uscg.mil/Portals/9/OCSNCOE/References/NVICs/NVIC-8-83.pdf?ver=H3NSOPrrNncl7Sq7SSC4hg==